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# Google Workspace & Google Calendar Integration Guide
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This guide provides comprehensive instructions for external companies that wish to adapt the **Meeting Room Booking System** to their own organization using **Google Workspace** and **Google Calendar**.
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## Table of Contents
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1. [What is Google Workspace?](#1-what-is-google-workspace)
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2. [Creating Meeting Rooms (Resources)](#2-creating-meeting-rooms-resources)
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3. [Managing Users and Email Addresses](#3-managing-users-and-email-addresses)
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4. [Setting Up the Service Account](#4-setting-up-the-service-account)
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5. [Domain-Wide Delegation](#5-domain-wide-delegation)
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6. [Sharing Resource Calendars](#6-sharing-resource-calendars)
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7. [Final Checklist](#7-final-checklist)
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8. [Appendix: Useful Links](#8-appendix-useful-links)
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## 1. What is Google Workspace?
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**Google Workspace** (formerly G Suite) is a cloud-based productivity platform from Google that includes:
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- Gmail
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- Google Calendar
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- Google Drive
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- Google Docs
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- Admin Console (for managing users and resources)
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To manage calendar resources and use the Calendar API, your organization must have an active **Google Workspace** subscription (Business Standard or higher recommended).
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## 2. Creating Meeting Rooms (Resources)
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Meeting rooms should be registered as **calendar resources** in Google Workspace. This allows them to be managed as separate calendars and used in scheduling logic.
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### 2.1 Steps to Create Room Resources
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1. Log in to [Google Admin Console](https://admin.google.com) as a **Super Administrator**.
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2. Go to:
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**Directory** > **Buildings and Resources**
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3. (Optional) Create a Building:
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- Click **Manage buildings**
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- Click **Add building**
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- Fill out name, address, and floor details
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4. Create a Room Resource:
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- Go to **Resources**
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- Click **Add Resource**
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- Fill in:
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- Name (e.g. "Conference Room A")
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- Type: Room
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- Capacity: number of attendees
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- Features (optional)
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- Assign to building/floor
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- Click **Add Resource**
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Each room will now have its own email address (e.g., `room-a@yourdomain.com`).
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## 3. Managing Users and Email Addresses
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Users who access the booking system must be Google Workspace users.
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### 3.1 Adding Users
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1. Go to:
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**Admin Console** > **Directory** > **Users**
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2. Click **Add new user**
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3. Fill out:
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- Name
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- Email (e.g., `jane.doe@yourcompany.com`)
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- Password and license
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All users must exist in the directory to receive calendar events and booking invitations.
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## 4. Setting Up the Service Account
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To interact with Google Calendar via API, a **service account** is required.
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### 4.1 Create a Google Cloud Project
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1. Go to [Google Cloud Console](https://console.cloud.google.com/)
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2. Click project selector > **New Project**
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3. Name the project and create it
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### 4.2 Enable Google Calendar API
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1. Go to **APIs & Services** > **Library**
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2. Search "Google Calendar API"
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3. Click **Enable**
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### 4.3 Create a Service Account
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1. Navigate to:
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**IAM & Admin** > **Service Accounts**
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2. Click **Create Service Account**
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3. Name it (e.g., `calendar-access`)
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4. Click **Done**
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### 4.4 Generate JSON Key
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1. Open the created service account
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2. Go to **Keys** > **Add Key** > **Create New Key**
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3. Select **JSON** and download it
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4. Store it securely — this is your credential file
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### 4.5 Assign Roles (Cloud Permissions)
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Go to: **IAM & Admin > IAM**
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Grant the following roles to your service account:
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- `Service Account Token Creator`
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- `Editor` (or more restrictive roles if applicable)
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## 5. Domain-Wide Delegation
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This enables the service account to impersonate users or resource calendars.
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### 5.1 Enable Delegation on Service Account
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1. Open the service account
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2. Click **Edit**
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3. Enable: **Enable Google Workspace Domain-wide Delegation**
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4. Note down the **Client ID**
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### 5.2 Authorize in Admin Console
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1. Go to:
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**Security** > **Access and Data Control** > **API Controls**
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2. Click **Manage Domain-Wide Delegation**
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3. Add a new client:
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- Client ID: *(from step above)*
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- OAuth Scopes:
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```
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https://www.googleapis.com/auth/calendar,
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https://www.googleapis.com/auth/calendar.readonly
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```
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## 6. Sharing Resource Calendars
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Each room calendar must grant the service account permission.
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### 6.1 Manual Sharing
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1. Log in to [Google Calendar](https://calendar.google.com) as an admin
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2. Open the resource calendar (e.g., `room-a@yourdomain.com`)
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3. Go to **Settings and Sharing**
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4. Under **Share with specific people**, add:
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- Service account email (e.g., `calendar-access@yourproject.iam.gserviceaccount.com`)
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- Permission: **Make changes and manage sharing**
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### 6.2 Programmatic Access
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Optionally, use the [Admin SDK Directory API](https://developers.google.com/admin-sdk/directory) to automate sharing and calendar setup.
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## 7. Final Checklist
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| Task | Complete? |
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|------|-----------|
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| Google Workspace active | ✅ |
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| Admin account created | ✅ |
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| Meeting rooms created as resources | ✅ |
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| Users added in directory | ✅ |
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| Google Cloud project created | ✅ |
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| Calendar API enabled | ✅ |
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| Service account created and JSON key downloaded | ✅ |
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| Domain-wide delegation enabled | ✅ |
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| OAuth scopes configured | ✅ |
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| Resource calendars shared with service account | ✅ |
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## 8. Appendix: Useful Links
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- [Google Admin Console](https://admin.google.com/)
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- [Google Calendar API Docs](https://developers.google.com/calendar)
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- [Google Workspace Domain-wide Delegation](https://developers.google.com/admin-sdk/directory/v1/guides/delegation)
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- [OAuth 2.0 Scopes for Google APIs](https://developers.google.com/identity/protocols/oauth2/scopes)
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- [Google Cloud Console](https://console.cloud.google.com/)
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- [Admin SDK Directory API](https://developers.google.com/admin-sdk/directory)
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**Contact your IT administrator if you encounter issues during this process.**
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## Related Documentation
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For information about calendar integration configuration in the application, see [Configuration Management](Configuration-Management#calendar-integration-configuration).
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For details about calendar subscription management and webhook setup, see [Deployment & Operations](Deployment-and-Operations#calendar-subscription-management). |
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